|
CITY OF VANCOUVER ADMINISTRATIVE REPORT |
Date: |
June 4, 2004 | |
Author: |
M. Marchand/C. Hosein | |
Phone No.: |
7851/7616 | |
RTS No.: |
04315 | |
CC File No.: |
1805 | |
Meeting Date: |
June 22, 2004 |
TO: |
Vancouver City Council |
FROM: |
Director, Facility Design & Management, in consultation with the Director of Social Planning |
SUBJECT: |
Repairs to Mount Pleasant Neighbourhood House, 800 East Broadway |
RECOMMENDATION
A. THAT Council approve emergency repairs to the building envelope at Mount Pleasant Neighbourhood House at an estimated cost of $620,000; source of funding to be the Capital Facilities Reserve.
B. THAT Council award the contract for repairs to Sunrise Projects Limited for $397,580, excluding GST.
GENERAL MANAGER'S COMMENTS
The General Manager of Corporate Services RECOMMENDS approval of A and B.
COUNCIL POLICY
Council approval is required for contracts over $300,000.
Contracts are to be awarded on the basis of best value of the City.
PURPOSE
The purpose of this report is to request Council approval to award a contract for emergency repairs to the building envelope of Mount Pleasant Neighbourhood House, 800 East Broadway to Sunrise Projects Limited at a price of $397,580 and to recommend a source of funding for the hard and soft costs of the project.
BACKGROUND
The City owns or leases 66 buildings which are occupied by non-profit social services, childcare and cultural facilities. The buildings are leased, at a nominal rate, to the operating societies who are responsible for programs and day-to-day operations.
The current Mt. Pleasant Neighbourhood House (MPNH) facility was constructed ten years ago. The total construction budget for the project was $2,481,000. The City contributed $525,000 towards this project, with the Association of Neighbourhood Houses (ANH) raising the remainder. Upon completion, the facility became City-owned and is leased back to ANH for a nominal amount.
MPNH brings together individuals, families, businesses, health and social service agencies and community resources to offer a wide range of supports and opportunities to children, youth, adults, families and seniors. Their annual operating budget is just over $900,000, to which the City contributes an annual Community Services Grant ($54,812 this year).
The City is responsible for major structural repairs. Problems with water ingress and wood rot in Mount Pleasant Neighbourhood House became apparent in early 2003.
The building envelope repair work required in this building was not envisioned by the operator or the City in preparing its annual maintenance budgets.
James Neill and Associates, a building envelope consultant was commissioned in 2003 by the City to undertake an assessment of the building and to recommend remedies for the problems.
On March 09, 2004, Council authorized the Director, Facility Design & Management to tender the work associated with repairs for report back on cost and source of funding prior to an award of contract. Preliminary costs were estimated at that time to be in the range of $350,000 to $500,000.
DISCUSSION
The contract documents were completed after the consultant oversaw additional destructive testing to the walls in order to better quantify the work.
Due to the specialized nature of building cladding restoration work a prequalification process was undertaken to obtain suitably qualified contractors. Five contractors were prequalified to tender the project. Three withdrew during the tendering period and two bids were received. The adjusted prices were as follows:
|
Contractor |
Adjusted Price |
|
Silex Restorations Ltd. |
696,900 |
|
Sunrise Projects Limited |
$397,580 |
On the basis of best value it is recommended the contract be awarded to Sunrise Projects Limited, the low bidder, for $397,580 plus GST, if applicable.
Sunrise Projects Limited met all the requirements of the tender documents. All tenderers have been advised of this recommendation.
FINANCIAL IMPLICATIONS
The project budget is summarized below:
Construction Costs |
$398,000 |
Soft Costs |
$75,000 |
Contingency |
147,000 |
Estimated Budget |
$620,000 |
The high uncertainty of assessing the total amount of work required to complete these repairs requires a contingency larger than normally budgetted for construction projects.
As an emergency project, this work has no identified source of funding in the Capital Plan. As a result is recommended that funding be provided from the Capital Facilities Reserve. This reserve holds a small contingency for work of this nature.
PROJECT SCHEDULE
Mount Pleasant Neighbourhood House is able to continue all their programming through the construction period except for child care. The most affected areas of the building are the exterior walls of the child care as these were finished in stucco. The timing of the tendering was accelerated to permit most of the repair work to be completed over the summer in time to open the childcare in September. A closure of the child care over the summer will be least disruptive to the needs of the families.
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